An Introduction to Records Management

Records management is commonly described as the maintenance and storage of records during the records’ entire ‘life cycle,’ or from their creation up to their disposal. The classification, securing, and destruction of records, including archival preservation are also elements of the practice of records management.

Records on the other hand, can be physical or digital information about business transactions and activities, or about legal obligations. Records are created or produced, received and maintained as evidences of an event or activity.

For a detailed look on how records management really works, the following is the scope of the records management system:

1. Planning the information needs and design of an organization, and meeting its information requirements;

2. Identifying data that an organization should regard as official or business records;

3. Proposing and implementing policies in the management, usage and disposal of records;

4. Developing a records storage system for both short-term and long-term maintenance of the organization’s tangible/physical and digital records;

5. Classifying, labeling, segregating, and storing records;

6. Coordinating the accessibility to the records within and outside of the organization placing high regard to confidentiality and privacy, while still allowing public access as deemed necessary or acceptable by the organization; and

7. Establishing and practicing a retention policy on the disposal of records complying with the organization’s policies and regulations on data that are no longer necessary for operational purposes.

Furthermore, the International Organization for Standardization or ISO (15489:2001), an international-standard setting body that promotes worldwide proprietary commercial and industrial standards, has enumerated the following as components of records management:

- policies and standards;

- responsibilities and authorities;

- procedures and guidelines;

- variety of services relating to the management and use of records (examples are around-the-clock service, climate control, certified shredding, and pick-up and delivery);

- specialized systems for managing records; and

- the integration of records management into organizational systems and business processes.

Records management or records storage is vital for a company’s effectiveness as a business and profit-earning entity. With reliable records storage and management on hand, an organization can be more effectual in its activities and business processes.

Let’s just say that the more organized the records are, the more workspace there will be. Consequently, the more space available, then the bigger possibility for more manpower. Thus, more likely for high productivity in the workplace, which helps bring in more money. The less your business worries about your records are, the better your company can concentrate on more pressing business issues.